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Oracle Public Sector Financials

User Guide

Release 12

Part No. B31197-01

December 2006

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Oracle Public Sector Financials User Guide, Release 12

Part No. B31197-01

Copyright 2001, 2006, Oracle. All rights reserved.

Primary Author: Melanie Featherstone, Sanjay Mall

Contributing Author: Rita Gera, Ann Kuchins, Julianna Litwin, , Ljiljana Sinjeri, Anne Wong

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iii

Contents

Send Us Your Comments

Preface

1 Product Overview

Overview................................................................................................................................... 1-1

Encumbrance Account Analysis.......................................................................................... 1-1

Funds Available Inquiry...................................................................................................... 1-2

Funds Available Detail Report............................................................................................. 1-2

Governmental Accounting Standards Board (GASB) 34/35 Asset Accounting....................1-3

2 Oracle Public Sector Financials Setup Overview

Oracle Public Sector Financials Setup Overview.....................................................................2-1

Oracle Public Sector Financials Setup Checklist......................................................................2-1

Oracle Public Sector Financials Setup Steps............................................................................ 2-3

1. Define Ledgers................................................................................................................. 2-3

2. Create New Responsibilities ............................................................................................2-3

3. Assign Responsibilities to Users.......................................................................................2-4

4. Specify Site-Level and Application Level Profile Options................................................2-4

5. Define Request Groups.................................................................................................... 2-5

6. Define Assets Related Account.........................................................................................2-67. Define Book Controls....................................................................................................... 2-7

8. Define Payables Options.................................................................................................. 2-8

9. Define Request Set............................................................................................................2-8

10. Define Journal Reversal Criteria..................................................................................... 2-9

11. Set Up the Global Consolidation System (GCS)............................................................. 2-9

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12. Set Up MassAllocation Batches...................................................................................... 2-9

13. Define Financial Reports with Financial Statement Generator (FSG)........................... 2-10

14. Enable Dynamic Insertion............................................................................................ 2-10

3 Encumbrance Accounting Using Oracle Subledger Accounting

Overview ...................................................................................................................................3-1

Accounting Event Model Overview..........................................................................................3-2

4 Budgetary Control Results Report

Overview................................................................................................................................... 4-1

5 Encumbrance Account Analysis

Overview................................................................................................................................... 5-1

Reference..............................................................................................................................5-1

Background................................................................................................................................5-1

Limitations.................................................................................................................................5-2

Encumbrance Account Details Report ..................................................................................... 5-2

Parameters........................................................................................................................... 5-3

Encumbrance Document Details Report ..................................................................................5-3

Parameters........................................................................................................................... 5-3

Limitations........................................................................................................................... 5-4

Running and Printing the Encumbrance Account Details Report Procedure......................... 5-4

Running and Printing the Encumbrance Document Details Report Procedure .....................5-5

6 Funds Available Inquiry Procedures

Overview................................................................................................................................... 6-1

Funds Available Inquiry Process......................................................................................... 6-3

Reference..............................................................................................................................6-3

Viewing Funds Available Details Procedure........................................................................... 6-3

7 Funds Available Detail Report Procedures

Overview................................................................................................................................... 7-1

Funds Available Detail Report Procedure................................................................................7-2

8 GASB 34/35 Asset Accounting Process

Requirement.............................................................................................................................. 8-1

Overview................................................................................................................................... 8-1

GASB 34/35 Setup................................................................................................................ 8-2

GASB 34/35 Asset Accounting Process................................................................................ 8-2

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Financial Statements............................................................................................................ 8-3

Assumptions and Dependencies..........................................................................................8-3

References............................................................................................................................ 8-3

GASB 34/35 Asset Accounting Process Flowchart....................................................................8-4

GASB 34/35 Asset Accounting Process..................................................................................... 8-4

Modified Accrual Versus Accrual Asset Accounting Example................................................8-6

9 GASB 34/35 Asset Accounting Setup

Overview of the GASB 34/35 Asset Accounting Setup............................................................ 9-1

Payables Approval...............................................................................................................9-2

Create Accounting Process.................................................................................................. 9-2

Update Assets Tracking Flag............................................................................................... 9-2

Mass Additions Create.........................................................................................................9-2

Update Asset Type...............................................................................................................9-2

Prerequisites.............................................................................................................................. 9-3Defining GASB 34/35 Request Set Procedure.......................................................................... 9-3

Update Assets Tracking Flag Parameters................................................................................. 9-5

Update Asset Type Parameters................................................................................................. 9-6

Scheduling GASB 34/35 Request Set Procedure.......................................................................9-7

10 GASB 34/35 Asset Accounting Procedure

GASB 34/35 Asset Accounting Procedure...............................................................................10-1

Prerequisites............................................................................................................................ 10-2

Creating Invoices Procedure................................................................................................... 10-2

Reviewing GASB 34/35 Request Set Results Procedure.........................................................10-2

Preparing Assets Procedure.................................................................................................... 10-3

Posting Assets Procedure........................................................................................................ 10-3

Closing Period in Expenditure Asset Book Procedure...........................................................10-3

Copying Assets from Expenditure Asset Book to Depreciation Asset Book Procedure....... 10-4

Generating Depreciation Procedure....................................................................................... 10-4

Posting Depreciation to the Accrual Ledger Procedure......................................................... 10-4

Copying Balances and Transactions Procedure......................................................................10-5

Copying Balances During the First Year............................................................................ 10-5

Copying Transactions During Subsequent Years...............................................................10-6

Converting Asset Expenditures to Fixed Assets Procedure................................................... 10-6

Reclassifying Proceeds from Disposals Procedure.................................................................10-6

Recording Funding of Fixed Assets Procedure.......................................................................10-6

Recording Additional Entries Procedure................................................................................10-6

Running Financial Statements Procedure.............................................................................. 10-7

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vi

A Oracle Public Sector Financials Navigation Paths

Navigation................................................................................................................................. A-1

Glossary

Index

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vii

Send Us Your Comments

Oracle Public Sector Financials User Guide, Release 12

Part No. B31197-01

Oracle welcomes customers' comments and suggestions on the quality and usefulness of this document.Your feedback is important, and helps us to best meet your needs as a user of our products. For example:

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ix

Preface

Intended Audience

Welcome to Release 12 of the Oracle Public Sector Financials User Guide.

This guide assumes you have a working knowledge of the following:

The principles and customary practices of your business area.

Computer desktop application usage and terminology

If you have never used Oracle Applications, we suggest you attend one or more of the

Oracle Applications training classes available through Oracle University.

See Related Information Sources on page x for more Oracle Applications product

information.

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within the United States of America 24 hours a day, seven days a week. For TTY

support, call 800.446.2398.

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at http://www.oracle.com/accessibility/ .

Accessibility of Code Examples in Documentation

Screen readers may not always correctly read the code examples in this document. The

conventions for writing code require that closing braces should appear on an otherwiseempty line; however, some screen readers may not always read a line of text that

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This documentation may contain links to Web sites of other companies or organizations

that Oracle does not own or control. Oracle neither evaluates nor makes any

representations regarding the accessibility of these Web sites.

Structure1 Product Overview

2 Oracle Public Sector Financials Setup Overview

3 Encumbrance Accounting Using Oracle Subledger Accounting

4 Budgetary Control Results Report

5 Encumbrance Account Analysis

6 Funds Available Inquiry Procedures

7 Funds Available Detail Report Procedures

8 GASB 34/35 Asset Accounting Process

9 GASB 34/35 Asset Accounting Setup

10 GASB 34/35 Asset Accounting Procedure

A Oracle Public Sector Financials Navigation Paths

Glossary

Related Information Sources

This document is included on the Oracle Applications Document Library, which is

supplied in the Release 12 DVD Pack. You can download soft-copy documentation as

PDF files from the Oracle Technology Network at http://otn.oracle.com/documentation,

or you can purchase hard-copy documentation from the Oracle Store at

http://oraclestore.oracle.com. The Oracle E-Business Suite Documentation Library

Release 12 contains the latest information, including any documents that have changed

significantly between releases. If substantial changes to this book are necessary, a

revised version will be made available on the online documentation CD on Oracle

MetaLink.

If this guide refers you to other Oracle Applications documentation, use only the

Release 12 versions of those guides.

For a full list of documentation resources for Oracle Applications Release 12, see Oracle

Applications Documentation Resources, Release 12, OracleMetaLink Document

394692.1.

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Online Documentation

All Oracle Applications documentation is available online (HTML or PDF).

PDF - PDF documentation is available for download from the Oracle Technology

Network at http://otn.oracle.com/documentation.

Online Help - Online help patches (HTML) are available on OracleMetaLink.

Oracle MetaLink Knowledge Browser - The OracleMetaLink Knowledge Browser

lets you browse the knowledge base, from a single product page, to find all

documents for that product area. Use the Knowledge Browser to search for

release-specific information, such as FAQs, recent patches, alerts, white papers,

troubleshooting tips, and other archived documents.

Oracle eBusiness Suite Electronic Technical Reference Manuals - Each Electronic

Technical Reference Manual (eTRM) contains database diagrams and a detailed

description of database tables, forms, reports, and programs for a specific Oracle

Applications product. This information helps you convert data from your existingapplications and integrate Oracle Applications data with non-Oracle applications,

and write custom reports for Oracle Applications products. Oracle eTRM is

available on OracleMetaLink.

Related Guides

You should have the following related books on hand. Depending on the requirements

of your particular installation, you may also need additional manuals or guides.

Oracle Applications Installation Guide: Using Rapid Install:

This book is intended for use by anyone who is responsible for installing or upgrading

Oracle Applications. It provides instructions for running Rapid Install either to carryout a fresh installation of Oracle Applications Release 12, or as part of an upgrade from

Release 11i to Release 12. The book also describes the steps needed to install the

technology stack components only, for the special situations where this is applicable.

Oracle Applications Maintenance Procedures:

This guide describes how to use AD maintenance utilities to complete tasks such as

compiling invalid objects, managing parallel processing jobs, and maintaining snapshot

information. Part of Maintaining Oracle Applications, a 3-book set that also includes

Oracle Applications Patching Procedures and Oracle Applications Maintenance

Utilities.

Oracle Applications Maintenance Utilities:This guide describes how to run utilities, such as AD Administration and AD

Controller, used to maintain the Oracle Applications file system and database. Outlines

the actions performed by these utilities, such as monitoring parallel processes,

generating Applications files, and maintaining Applications database entities. Part of

Maintaining Oracle Applications, a 3-book set that also includes Oracle Applications

Patching Procedures and Oracle Applications Maintenance Procedures.

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Oracle Applications Patching Procedures:

This guide describes how to patch the Oracle Applications file system and database

using AutoPatch, and how to use other patching-related tools like AD Merge Patch,

OAM Patch Wizard, and OAM Registered Flagged Files. Describes patch types and

structure, and outlines some of the most commonly used patching procedures. Part of

Maintaining Oracle Applications, a 3-book set that also includes Oracle ApplicationsMaintenance Utilities and Oracle Applications Maintenance Procedures.

Oracle Applications Upgrade Guide: Release 11i to Release 12:

This guide provides information for DBAs and Applications Specialists who are

responsible for upgrading a Release 11i Oracle Applications system (techstack and

products) to Release 12. In addition to information about applying the upgrade driver,

it outlines pre-upgrade steps and post-upgrade steps, and provides descriptions of

product-specific functional changes and suggestions for verifying the upgrade and

reducing downtime.

Oracle Alert User's Guide:

This guide explains how to define periodic and event alerts to monitor the status of

your Oracle Applications data.

Oracle Applications Concepts:

This book is intended for all those planning to deploy Oracle E-Business Suite Release

12, or contemplating significant changes to a configuration. After describing the Oracle

Applications architecture and technology stack, it focuses on strategic topics, giving a

broad outline of the actions needed to achieve a particular goal, plus the installation and

configuration choices that may be available.

Oracle Applications Developer's Guide

This guide contains the coding standards followed by the Oracle Applicationsdevelopment staff. It describes the Oracle Application Object Library components

needed to implement the Oracle Applications user interface described in the Oracle

Applications User Interface Standards for Forms-Based Products. It also provides

information to help you build your custom Oracle Forms Developer forms so that they

integrate with Oracle Applications.

Oracle Applications Flexfields Guide:

This guide provides flexfields planning, setup, and reference information for the Oracle

Applications implementation team, as well as for users responsible for the ongoing

maintenance of Oracle Applications product data. This guide also provides information

on creating custom reports on flexfields data.

Oracle Applications System Administrator's Guide Documentation Set:

This documentation set provides planning and reference information for the Oracle

Applications System Administrator. Oracle Applications System Administrator's Guide -

Configuration contains information on system configuration steps, including defining

concurrent programs and managers, enabling Oracle Applications Manager features,

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and setting up printers and online help. Oracle Applications System Administrator's Guide

- Maintenance provides information for frequent tasks such as monitoring your system

with Oracle Applications Manager, managing concurrent managers and reports, using

diagnostic utilities, managing profile options, and using alerts. Oracle Applications

System Administrator's Guide - Security describes User Management, data security,

function security, auditing, and security configurations.Oracle Applications User's Guide

This guide explains how to navigate, enter data, query, and run reports using the user

interface (UI) of Oracle Applications. This guide also includes information on setting

user profiles, as well as running and reviewing concurrent requests.

Oracle Web Applications Desktop Integrator Implementation and Administration

Guide:

Oracle Web ADI brings Oracle E-Business Suite functionality to a spreadsheet where

familiar data entry and modeling techniques can be used to complete Oracle E-Business

Suite tasks. You can create formatted spreadsheets on your desktop that allow you to

download, view, edit, and create Oracle E-Business Suite data that you can then upload.Use this guide to implement Oracle Web ADI and for information on defining

mappings, layouts, style sheets, and other setup options.

Oracle Workflow Administrator's Guide:

This guide explains how to complete the setup steps necessary for any product that

includes workflow-enabled processes. It also describes how to manage workflow

processes and business events using Oracle Applications Manager, how to monitor the

progress of runtime workflow processes, and how to administer notifications sent to

workflow users.

Oracle Workflow API Reference:

This guide describes the APIs provided for developers and administrators to access

Oracle Workflow.

Oracle Workflow Developer's Guide:

This guide explains how to define new workflow business processes and customize

existing Oracle Applications-embedded workflow processes. It also describes how to

define and customize business events and event subscriptions.

Oracle Workflow User's Guide:

This guide describes how users can view and respond to workflow notifications and

monitor the progress of their workflow processes.

Oracle XML Publisher Administration and Developer's Guide:

Oracle XML Publisher is a template-based reporting solution that merges XML data

with templates in RTF or PDF format to produce a variety of outputs to meet a variety

of business needs. Outputs include: PDF, HTML, Excel, RTF, and eText (for EDI and

EFT transactions). Oracle XML Publisher can be used to generate reports based on

existing E-Business Suite report data, or you can use Oracle XML Publisher's data

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extraction engine to build your own queries. Oracle XML Publisher also provides a

robust set of APIs to manage delivery of your reports via e-mail, fax, secure FTP,

printer, WebDav, and more. This guide describes how to set up and administer Oracle

XML Publisher as well as how to use the Application Programming Interface to build

custom solutions.

Oracle Financials Concepts Guide:

This guide describes the fundamental concepts of Oracle Financials. The guide is

intended to introduce readers to the concepts used in the applications, and help them

compare their real world business, organization, and processes to those used in the

applications.

Oracle Financials Glossary:

The glossary includes definitions of common terms that are shared by all Oracle

Financials products. In some cases, there may be different definitions of the same term

for different Financials products. If you are unsure of the meaning of a term you see in

an Oracle Financials guide, please refer to the glossary for clarification. You can find the

glossary in the online help or in the Oracle Financials Implementation Guide.

Oracle Financials Implementation Guide:

This guide provides information on how to implement the Oracle Financials E-Business

Suite. It guides you through setting up your organizations, including legal entities, and

their accounting, using the Accounting Setup Manager. It covers intercompany

accounting and sequencing of accounting entries, and it provides examples.

Oracle Applications Multiple Organizations Implementation Guide:

This guide describes the multiple organizations concepts in Oracle Applications. It

describes in detail on setting up and working effectively with multiple organizations in

Oracle Applications.

Oracle Assets User Guide:

This guide provides you with information on how to implement and use Oracle Assets.

Use this guide to understand the implementation steps required for application use,

including defining depreciation books, depreciation method, and asset categories. It

also contains information on setting up assets in the system, maintaining assets, retiring

and reinstating assets, depreciation, group depreciation, accounting and tax accounting,

budgeting, online inquiries, impairment processing, and Oracle Assets reporting. The

guide explains using Oracle Assets with Multiple Reporting Currencies (MRC). This

guide also includes a comprehensive list of profile options that you can set to customize

application behavior.

Oracle General Ledger Implementation Guide:

This guide provides information on how to implement Oracle General Ledger. Use this

guide to understand the implementation steps required for application use, including

how to set up Accounting Flexfields, Accounts, and Calendars.

Oracle General Ledger Reference Guide:

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This guide provides detailed information about setting up General Ledger Profile

Options and Applications Desktop Integrator (ADI) Profile Options.

Oracle General Ledger User's Guide:

This guide provides information on how to use Oracle General Ledger. Use this guide

to learn how to create and maintain ledgers, ledger currencies, budgets, and journal

entries. This guide also includes information about running financial reports.

Oracle Payables User Guide:

This guide describes how to use Oracle Payables to create invoices and make payments.

In addition, it describes how to enter and manage suppliers, import invoices using the

Payables open interface, manage purchase order and receipt matching, apply holds to

invoices, and validate invoices. It contains information on managing expense reporting,

procurement cards, and credit cards. This guide also explains the accounting for

Payables transactions.

Oracle Purchasing User's Guide:

This guide describes how to create and approve purchasing documents, includingrequisitions, different types of purchase orders, quotations, RFQs, and receipts. This

guide also describes how to manage your supply base through agreements, sourcing

rules, and approved supplier lists. In addition, this guide explains how you can

automatically create purchasing documents based on business rules through integration

with Oracle Workflow technology, which automates many of the key procurement

processes.

Oracle Receivables Implementation Guide:

This guide provides you with information on how to implement Oracle Receivables.

Use this guide to understand the implementation steps required for application use,

including how to set up customers, transactions, receipts, accounting, tax, and

collections. This guide also includes a comprehensive list of profile options that you can

set to customize application behavior.

Oracle Receivables User Guide:

This guide provides you with information on how to use Oracle Receivables. Use this

guide to learn how to create and maintain transactions and bills receivable, enter and

apply receipts, enter customer information, and manage revenue. This guide also

includes information about accounting in Receivables. Use the Standard Navigation

Paths appendix to find out how to access each Receivables window.

Oracle Subledger Accounting Implementation Guide:

This guide provides setup information for Oracle Subledger Accounting features,including the Accounting Methods Builder. You can use the Accounting Methods

Builder to create and modify the setup for subledger journal lines and application

accounting definitions for Oracle subledger applications. This guide also discusses the

reports available in Oracle Subledger Accounting and describes how to inquire on

subledger journal entries.

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Integration Repository

The Oracle Integration Repository is a compilation of information about the service

endpoints exposed by the Oracle E-Business Suite of applications. It provides a

complete catalog of Oracle E-Business Suite's business service interfaces. The tool lets

users easily discover and deploy the appropriate business service interface forintegration with any system, application, or business partner.

The Oracle Integration Repository is shipped as part of the E-Business Suite. As your

instance is patched, the repository is automatically updated with content appropriate

for the precise revisions of interfaces in your environment.

Do Not Use Database Tools to Modify Oracle Applications Data

Oracle STRONGLY RECOMMENDS that you never use SQL*Plus, Oracle Data

Browser, database triggers, or any other tool to modify Oracle Applications data unless

otherwise instructed.

Oracle provides powerful tools you can use to create, store, change, retrieve, and

maintain information in an Oracle database. But if you use Oracle tools such as

SQL*Plus to modify Oracle Applications data, you risk destroying the integrity of your

data and you lose the ability to audit changes to your data.

Because Oracle Applications tables are interrelated, any change you make using an

Oracle Applications form can update many tables at once. But when you modify Oracle

Applications data using anything other than Oracle Applications, you may change a

row in one table without making corresponding changes in related tables. If your tables

get out of synchronization with each other, you risk retrieving erroneous information

and you risk unpredictable results throughout Oracle Applications.

When you use Oracle Applications to modify your data, Oracle Applications

automatically checks that your changes are valid. Oracle Applications also keeps track

of who changes information. If you enter information into database tables using

database tools, you may store invalid information. You also lose the ability to track who

has changed your information because SQL*Plus and other database tools do not keep a

record of changes.

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Product Overview 1-1

1Product Overview

Overview

Public Sector Financials includes the following features:

Encumbrance Account Analysis

Funds Available Inquiry

Funds Available Detail Report

Governmental Accounting Standards Board (GASB) 34/35 Asset Accounting

Note: The features described below are available from either the

General Ledger Super User or the PSA Administrator responsibilities.

Encumbrance Account Analysis

The Encumbrance Account Analysis reports are used to identify encumbrance-related

account imbalances between General Ledger and Subledgers.

The following Encumbrance Account Analysis reports are provided:

Encumbrance Account Details Report

Encumbrance Document Details Report

The Encumbrance Account Details Report performs the following tasks:

Determines General Ledger encumbrance account balances, based on parameters

entered

Identifies journal entry line amounts that contributed to the General Ledger

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1-2 Oracle Public Sector Financials User Guide

encumbrance account balances

Identifies the source document that created the journal entry line amounts

Reconciles the General Ledger encumbrance journal amounts against the subledger

encumbered amount

The Encumbrance Document Details Report performs the following tasks:

Lists the General Ledger journals associated with the subledger source documents

Lists accounting entries generated from specified subledger source documents

Funds Available Inquiry

Funds Available Inquiry in General Ledger is the principal budget management tool for

organizations using budgetary control. Users can view budget status and available

funds for a particular period range in a specified account code combination.Funds Available Inquiry adds several features enabling users to reconcile General

Ledger balances and accounting entries with source subledger documents. The

following features are included:

The option to filter results by summary accounts or detail accounts.

The ability to see all detail accounts within a selected summary account.

The ability to separate cumulative funds balances into accounting period balances.

Drilldown from accounting period balances to accounting lines, including both

journal lines and pending (approved) transactions lines.

Drilldown from accounting lines to source documents in subledgers.

Funds Available Detail Report

The Funds Available Detail Report performs the following tasks:

provides a single report with transaction detail for all amount types, enabling users

to see budget execution down to the detail transaction level

supplements existing funds available reporting in General Ledger, which shows the

budget, encumbrance and actual balances used to determine available funds, but

not the underlying transactions that make up those balances

reflects posted transactions only

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Product Overview 1-3

Governmental Accounting Standards Board (GASB) 34/35 Asset Accounting

Governmental Accounting Standards Board (GASB) 34/35 requires users to meet

reporting requirements for state and local governments and for public colleges and

universities. Public sector organizations must prepare financial statements using the

accrual basis of accounting, in addition to providing the modified accrual-based fundstatements already required.

GASB 34/35 asset accounting enables users to report capital acquisitions as expenditures

in fund statements and as depreciating assets in the government- or university-wide

statements, while continuing to charge the acquisitions to expense accounts.

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Oracle Public Sector Financials Setup Overview 2-1

2Oracle Public Sector Financials Setup

Overview

Oracle Public Sector Financials Setup OverviewThis chapter provides a setup checklist for the Oracle Public Sector Financials features

and describes the setup steps.

Complete all required setup steps for the following applications before beginning the

Public Sector setup steps:

Oracle Applications System Administration

Oracle Assets

Oracle General Ledger

Oracle Payables

Oracle Public Sector Purchasing

Oracle Receivables

Oracle Public Sector Financials Setup Checklist

All required steps in this checklist must be completed. Specific information for each

setup step is described in the following section, Oracle Public Sector Financials SetupSteps, page 2-3.

Note: The sequence indicated for the setup checklist applies to the

Public Sector setup process only. For each application installed, consult

the manuals for that application to determine the sequence of setup

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steps.

The table below shows the Public Sector Financials setup checklist.

Oracle Public Sector Financials Setup Checklist

Step Number Setup Step Step Type Oracle Application Feature

1. Define a Ledger required General Ledger Encumbrance

Account Details

GASB 34/35 Asset

Accounting

2. Create New

Responsibilities

optional, but

recommended

System

Administration

GASB 34/35 Asset

Accounting

3. Assign

Responsibilities to

Users

optional, but

recommended

System

Administration

GASB 34/35 Asset

Accounting

4. Specify Site-Level

and Application

Level Profile

Options

required with

defaults

System

Administration

GASB 34/35 Asset

Accounting

5. Define Chart of

Accounts

required General Ledger GASB 34/35 Asset

Accounting

6. Define Book

Controls

required Assets GASB 34/35 Asset

Accounting

7. Define Payables

Options

required Payables Encumbrance

accounting

8. Define Request Set required System

Administration

GASB 34/35 Asset

Accounting

9. Define Journal

Reversal Criteria

optional, but

recommended

General Ledger GASB 34/35 Asset

Accounting

10. Set Up the Global

Consolidation

System (GCS)

required General Ledger GASB 34/35 Asset

Accounting

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Step Number Setup Step Step Type Oracle Application Feature

11. Set Up

MassAllocation

Batches

required [not part of

standard setup

checklist]


Accounting

12. Define Financial

Reports With

Financial Statement

Generator (FSG)

required [not part of

standard setup

checklist]


Accounting

Oracle Public Sector Financials Setup Steps

To set up the Public Sector Financials, perform the following setup steps in the order

listed.

1. Define Ledgers

This step applies to Encumbrance Account Details and GASB 34/35 asset accounting.

Encumbrance Account Details

To use the full capabilities of encumbrance accounting and run Encumbrance Account

Details, users must enable budgetary control for a ledger.

Note: If budgetary control is disabled, users can still enter manual

encumbrances by journal entry, but encumbrances cannot beautomatically generated from requisitions, purchase orders, and

invoice transactions.

To enable budgetary control for a ledger, see Enabling and Disabling Budgetary

Control, Oracle General Ledger User Guide.

GASB 34/35 Asset Accounting

To enable asset accounting in compliance with GASB 34/35, set up a secondary,

accrual-based General Ledger ledgers that uses the same chart of accounts, calendar,

and currency as the primary modified accrual General Ledger ledger.

To define a new ledger, see Defining Ledgers, Oracle General Ledger User Guide.

2. Create New Responsibilities

This step applies to GASB 34/35 asset accounting.

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Set up a GASB reporting responsibility that is tied to the accrual ledger through the GL

Ledger Name profile option. Assign this responsibility to users who prepare or run

GASB reports.

To create new responsibilities, see Defining a Responsibility, Oracle Applications System

Administrator's Guide, Responsibilities Window, Oracle Applications System

Administrator's Guide, and Users Window, Oracle Applications System Administrator'sGuide.

3. Assign Responsibilities to Users

Assign new responsibilities for GASB 34/35 reporting to users.

To create new users or assign access to Public Sector for existing users, see Overview of

Oracle Applications Security, Oracle Applications System Administrator's Guide and Users

Window, Oracle Applications System Administrator's Guide.

4. Specify Site-Level and Application Level Profile OptionsThis step applies to GASB 34/35.

Set Up Profile Option Levels

The common user profile options for Oracle Applications must be specified as part of

System Administration setup. There are a maximum of four levels at which a profile can

be set: Site, Application, Responsibility, and User. Most profiles are seeded with default

values at the site level that serve as the defaults until they are overridden at other levels.

If users are using single organization, the profile options are set at the site level. If

multiple organizations is implemented, Public Sector profile values should be set at the

responsibility level.

The table below describes the profile option levels.

Profile Option Levels

Feature Profile OptionName

Site Applica- tion Respon-sibility User

GASB 34/35

Asset

Accounting

GL Ledger

Name

x x

Set Up Profile Option Values

The table below describes the profile option values.

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Oracle Public Sector Profile Option Values

Profile Option Name Value Description

GL Ledger Name Ledger Enables ledger to be used in PublicSector; must be set up at the

responsibility level

Verify the ledger that is using or

GASB 34/35 reporting.

Note: If multiple organizations is

implemented, a ledger is linked

to a specific Public Sector

responsibility.

5. Define Request Groups

This step applies to the Funds Available Detail Report and GASB 34/35 asset

accounting.

For reporting purposes, the PSA Administrator responsibility can only be assigned one

organization.

To enable the Funds Available Detail Report within a General Ledger responsibility,

add the report to the GL Concurrent Program request group in General Ledger. The

report is accessible to any General Ledger responsibility which uses this request group.

For GASB 34/35 asset accounting, add processes to the All Reports request group in

Payables.

The table below shows the reports and programs added to the request groups in

Payables.

Request Groups

Request Group Application Report or Program

GL Concurrent Program General Ledger Funds Available Detail Report

All Reports Payables Update Assets Tracking Flag

Update Asset Type

To add reports and programs to request groups, see Organizing Programs into Request

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Groups, Oracle Applications System Administrator's Guide and Request Groups Window,

Oracle Applications System Administrator's Guide.

6. Define Assets Related Account

This step applies to GASB 34/35 asset accounting.Define the following accounting flexfield segment values:

Fixed Assets and Asset Expenditures

Depreciation

Debt

Net Assets

Fixed Assets and Asset ExpendituresSet up a mirror range of natural account segment values, minimally at the major asset

category level, for asset accounts and expense accounts.

The table below shows an example of a one-to-one relationship between the asset

accounts and expense accounts.

Sample One-to-One Relationship for Asset Accounts and Expense Accounts

Account Description Asset Account Expense Account

Land 1510 6510

Buildings 1520 6520

Equipment 1530 6530

Construction in Progress 1590 6590

Table 27, page 2-7 shows an example of a many-to-one relationship between an asset

account and expense accounts.

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Sample Many-to-One Relationship for Asset Account and Expense Accounts

Account Description Asset Account Expense Account

Construction in Progress 1590

CIP - Architectural Fees 6591

CIP - Engineering Fees 6592

CIP - Building Construction 6593

Depreciation

Set up Depreciation Expense and Accumulated Depreciation accounts.

Debt

Set up separate Bonds Payable or other debt accounts to record liabilities related to

financing the acquisition, construction, or improvement of fixed assets.

Net Assets

Set up an account called Invested in Capital Assets, Net of Related Debt, as a

component of Net Assets. This represents the value of such assets, less accumulated

depreciation, and less outstanding debt related to their acquisition.

7. Define Book Controls

Define a second asset book for GASB 34/35 asset accounting.

Set up the depreciation asset book as a tax asset book. Associate the book with the

secondary accrual ledger. Designate the expenditure asset book as the associated

corporate asset book and ensure that Mass Copy is allowed.

Note: Set up the expenditure asset book as a corporate asset book.

Associate the book with the modified accrual ledger. Ensure that the

Payables installation, from which the Mass Additions process will be

used to add assets automatically to this asset book, is associated withthe same ledger

To define book controls, see Define Your Book Controls, Oracle Assets User Guide.

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8. Define Payables Options

This step applies to Encumbrance Accounting.

Allow Adjustments to Paid Invoices option in the Invoice tab must not be selected.

Selecting this option may result in incorrect accounting.

9. Define Request Set


Define a request set for GASB 34/35 asset accounting as follows:

Select Concurrent Processes

Define Parameters

Set Print Options

Schedule Request Set

To define request sets, see GASB 34/35 Asset Accounting Setup, page 9-1.

Select Concurrent Processes

In System Administration, set up a request set to run concurrent processes required for

GASB 34/35 asset accounting in the following sequence:

Payables Approval

Create Accounting

Note: It is possible to run the Create Accounting process with the

Transfer to General Ledger parameter set to Yes. However, for

GASB 34/35 asset accounting, the Transfer Journal Entries to GL

process must be run separately.

Update Assets Tracking Flag

Transfer Journal Entries to GL

Mass Additions Create

Update Asset Type

This request set replaces the Mass Additions process in all cases and adds new public

sector processes for GASB 34/35 asset accounting.

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Note: If the concurrent processes are run individually, the processes

must still be run in the correct sequence.

Define Parameters

Define the parameters for each of the processes in the request set.

Set Print Options

Optionally, set print options to automatically print output reports.

Schedule Request Set

Schedule the request to run overnight so that the previous day's asset acquisitions are

available in the Mass Additions table the following morning.

10. Define Journal Reversal Criteria


Define journal reversal criteria to reverse asset addition journal entries in the secondary

ledger. Specify the reversal method and period.

The Create Journal Entries process creates depreciation, as well as adjustment, transfer,

and retirement journals for the secondary ledger. However, this process also creates

addition entries that are not needed by GASB 34/35 asset accounting. Use AutoReverse

to automatically generate and post journal reversals.

To define journal reversal criteria, see Automatic Journal Reversal Overview, Oracle

General Ledger User Guide.

11. Set Up the Global Consolidation System (GCS)


Define consolidation mapping with the modified accrual ledger as the secondary ledger

and the accrual ledger as the primary.

Using segment rules, set up each segment in the parent ledger to copy values from the

same segment in the secondary ledger. For the initial copy, select Balances, not

Transactions, as the consolidation method.

To define a consolidation mapping, see Mapping Subsidiaries to Your Parent, OracleGeneral Ledger User Guide.

12. Set Up MassAllocation Batches


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Set up the following MassAllocation batches to reclassify the following:

capital expenditures to fixed assets

unrestricted net assets to invested in capital assets, net of related debt

Set up a MassAllocation batch with formulas to automatically reclassify the balances ofall capital expenditures to the appropriate fixed asset or CIP accounts in the mirror

range of accounts that were set up in the assets section of the balance sheet.

Set up a MassAllocation batch with formulas to automatically reclassify, for all funds,

that portion of net assets that represents net investment in capital assets.

To set up MassAllocation batches, see Creating MassAllocation Batches, Oracle General

Ledger User Guide.

13. Define Financial Reports with Financial Statement Generator (FSG)


At a minimum, the following reports should be set up.

In the modified accrual ledger, set up the following reports for fund reporting:

Balance Sheet

Statement of Revenues, Expenditures, and Changes in Fund Balance

In the accrual ledger, set up the following reports for government- or university-wide

reporting:

Statement of Net Assets

Statement of Activities

To define a financial report using the Financial Statement Generator (FSG), see Defining

Financial Reports, Oracle General Ledger User Guide.

14. Enable Dynamic Insertion

This step applies to multi-fund accounts receivable, and is required.

To enable dynamic insertion:

1. In General Ledger, navigate to the Key Flexfield Segments window.

2. Select the Allow Dynamic Inserts check box.

3. Save your work.

For information on dynamic insertion, see Dynamic Insertion, Oracle Applications

Flexfields Guide.

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Encumbrance Accounting Using Oracle Subledger Accounting 3-1

3Encumbrance Accounting Using Oracle

Subledger Accounting

OverviewSubledger Accounting is an intermediate step between each subledger applications and

Oracle General Ledger. Subledger Accounting creates the final accounting for subledger

actual and encumbrance journal entries and transfers the accounting data to General

Ledger. It stores a complete and balanced subledger journal entry in a common data

model for each business event that requires accounting.

Subledger Accounting provides a uniform approach to accounting and a common set of

tools that enable you to configure and customize accounting rules for applications that

require accounting. It includes a common user interface and a set of programs that can

generate accounting for Oracle and non-Oracle applications. When you set up rules in

Subledger Accounting, you can define the types of lines, descriptions, and accounts tostore on journal entries. Subledger Accounting partitions data by subledger application,

while storing the information in a common model. The subledger accounting method

chosen at the Ledger determines what type of accounting is created, for example,

Standard Accrual or Encumbrance Accrual.

If the budgetary control is enabled, or an encumbrance Subledger Account method is

chosen, the subledger captures the budgetary control events at the same time that the

budgetary control is called. For example, a budgetary control event is created when

funds are requested to be reserved for a purchase order. In some cases, this will result in

the capture of two accounting events at the same time. For example, when an invoice is

approved, there could be both an 'Invoice Approved' and a 'Budgetary Control Invoice

Approved' accounting event.

First the encumbrance accounting is created, then the transactions are checked against

the funds available. The encumbrance accounting feature is separated from the

budgetary control feature and is created by the Subledger Accounting engine.

Public Sector Financials predefines Subledger Accounting setup for Encumbrance

Accounting so that the create accounting process accepts the default accounting

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information from subledgers without change. You can optionally define your own

detailed encumbrance accounting rules to enable Subledger Accounting to create

encumbrance accounting entries.

Accounting Event Model OverviewAccounting events represent transactions that have a financial accounting impact.

Public Sector Financials generates accounting events for the business events that it

processes. The Create Accounting process creates subledger accounting entries for the

accounting events. The Transfer Journal Entries to General Ledger process transfers the

accounting entries to General Ledger.

Event represents the business event in the life-cycle of a document. For example, a

business event takes place when you create a Purchase Order in Oracle Purchasing. The

Account Generator workflow then automatically creates accounting entries for the

purchase order. Next, you choose to check funds or reserve funds, then the budgetary

control creates budgetary control event, calls the Subledger Accounting Create

Accounting process that creates encumbrance accounting entries for these accountingevents in Oracle Subledger Accounting, then the funds are checked or reserved.

Each Event Entity is associated with one or more Event Classes. An Event Class

represents a category of business events for a particular transaction type or document.

The Example of the Event Classes in procure-to-pay process are Requisition, Purchase

Order, Credit Memo, or Prepayment. Event entities in procure-to-pay process are

Requisition, Purchase Order, Receipt, Invoice, and Payment. Event classes group similar

Event types and enable sharing of accounting definitions.

An Event type represents a business operation that you can perform for an Event class.

An example of the Event Type is 'Requisition Created' or 'Requisition Reserved'. An

accounting event has both an Event class and an Event type that impacts how a CreateAccounting process determines the subledger accounting for it.

Oracle Public Sector Financials provides a predefined set of Event classes and Event

types for each encumbrance accounting Event entity.

The accounting definitions are used to create journal entries. A Subledger Accounting

Create Accounting process creates all accounting entries for all subledgers. Users can

use the standard report submission features to submit the Create Accounting process at

regular intervals to automatically process encumbrance accounting events. Detailed

subledger accounting journals are available for analytics, auditing, and reporting and

can be summarized, transferred, imported, and posted to Oracle General Ledger.

Procure to Pay Encumbrance Accounting Process Overview

The following diagram explains Procure to Pay Encumbrance Process based on

Requisition example.

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Encumbrance Accounting Using Oracle Subledger Accounting 3-3

In Purchasing:

A user enters a requisition and reserves or unreserves funds, or cancels the

requisition.

Distributions are created and all eligible distributions are gathered.

The events for the main distributions are created and the backing distribution

details are stored against the main distribution details.

The Event IDs of the events created in the previous step are stamped against themain distributions in Oracle Public Sector Financials.

In Public Sector Financials:

Assuming event model is in place, seed Application Accounting Definitions,

Journal Line Definitions, Journal Line Types and Account Derivation Rules are

selected.

In Purchasing:

The distributions belonging to the events are pulled into Transaction Objects.

In Subledger Accounting:

Accounting entries are generated.

Stored in GL_BC_PACKETS table, and the funds checker is called.

In Purchasing:

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The transaction distributions are updated.

Related Topics

Oracle Subledger Accounting Implementation Guide

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Budgetary Control Results Report 4-1

4Budgetary Control Results Report

Overview

The Budgetary Control Results report provides detailed information about the fundscheck failure or success, reporting on transactions funds checked in Purchasing,

Payables, Federal Financials, Projects, Grants, and General Ledger.

Budgetary Control Results Report Procedure

Budgetary Control Results report can be generated from the transactional windows or

from the Standard Request submission window.

To generate the Budgetary Control Results report from the transactional windows:

Select the View Results button in the Funds Check or Funds Reservation Message

window.

OR

From the Tools menu, select the View Results option from the Transactional

window.

To generate the Budgetary Control Results report from Standard Request window:

1. Navigate to the Submit Request window.

2. In the Name field, select Budgetary Control Results Report.

3. In the Ledger field, select the ledger.

4. In the Period From and Period To field, select the period names for calendar

assigned to the ledger selected.

5. In the Funds Result Status field, select the status.

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Note: If left blank all funds check transactions for the ledger, period

and any status will be displayed.

6. In the Order By field, select a field name to sort the data.

Note: If left blank the data will be order by account combination

within a given transaction.

Budgetary Control Results Report Parameters

The following table describes the report headings of the Budgetary Control Results

report.

Field Name Description

Ledger The ledger value from report parameter from the submit request

window.

Currency This is the functional currency of the ledger displayed.

Order By The field on which the report is sorted.

Funds Result Status Funds Result Status

Note: The funds results status is defaulted to F (Failed),

when the report is submitted through the Submit Requestwindow. However, the user can change it to other values.

Templates The list consists of Oracle's predefined Budgetary Control

Results template but in addition users can define their own

template and therefore the list could expand.

Report Format The output format of the report such as HTML or PDF.

View Report Click View Report to see the impact on the data if you change

the parameters for Order By or Budgetary Control Status.

Export When the user selects Export the body of the report is displayed

in the format selected in Report Format.

The following table describes the values on which the Budgetary Control Results report

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is grouped by.

Name Description

Application Application name

Batch Reference Batch reference; the value displayed is derived from the

transaction(s) that has been funds checked.

Document Reference Document reference; the value displayed is derived from the

transaction(s) that has been funds checked.

Supplier The supplier name for the relevant the Purchasing or Payables

transaction.

Site The supplier site for the relevant transactions in the Purchasing

or Payables transaction.

The following table describes the column headings of the Budgetary Control Results

report.


Account Combination Account combination

Period The period name for the specific transaction line/journal line.

Line Reference Line reference

Result Status Type Result status type

Result Message The detailed funds check message for each transaction

line/journal line.

Previous Funds Available This is the funds available for the particular account

combination at the Budgetary Control occurred.

Base Amount This is the transaction line amount that has undergone fundscheck.

Current Funds Available The funds available for the particular account combination at the

time the Budgetary Control occurred which includes the

transaction amount.

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Amount Type The Amount Type determines the cumulative balance to use for

the Budgetary Control interval.

Boundary The Boundary defines the end point of a Budgetary Control

interval.

Budget Name The budget against which the Budgetary Control takes place.

When the Budgetary Control Results Report is submitted from the standard report

submission window in either General Ledger or subledgers:

For each document reference within the Budgetary Control Results Report, multiple

lines may have been funds checked. Some lines may have failed and some lines

may have passed the funds check or funds reservation.

If you are reviewing the General Ledger transaction lines for a given journal, and

some lines had a Failed Check status and some lines had a Passed Check for a funds

check, it means the overall GL journal failed funds check.

If all the GL journal lines, for a given GL Journal, had an Approved status then the

overall GL Journal passed and funds were reserved.

If some GL journal lines, for a given GL journal, had a Rejected status and some

lines had an Approved status for a funds reservation, it means the overall GL

journal failed and no funds were reserved.

If you are reviewing the subledger transaction lines for a subledger transaction, and

some lines had a Failed Check status and some lines had a Passed Check status for a

funds check, it means that some lines passed funds check and some lines failed

funds check.

If some subledger transaction lines, for a given subledger transaction, had a

Rejected status and some lines had an Approved status for a funds reservation, it

means some subledger transaction lines were reserved (Approved status) and some

were not reserved (Rejected).

A profile option for 'Budgetary Control Results Template' allows you to default the

template used to display Budgetary Control Results, and it is available at all levels: Site,

Application, Responsibility and User.

The default template is the 'Budgetary Control Results Template'. If Oracle Federal

Financials is enabled, the default template is the 'Federal Budgetary Control Results

Template'.

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This profile option enables you to define your own Budgetary Control Results Report

template and associate it with the profile option. When you perform a funds check,

funds reservation, or run the Budgetary Control Result report from the Standard

Request Submission window, the report matches the Budgetary Control Results Report

template set in the profile option.

If you want to modify existing templates and add new columns, you can see whatcolumns are available by viewing the XML file.

The XML file produced by the Budgetary Control Results Report can be viewed:

Run the Budgetary Control Results Report concurrent request from the Submit

Request window.

After successful completion, click Diagnostics>View XML.

Related Topics

Oracle XML Publisher Administration and Developer's Guide

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Encumbrance Account Analysis 5-1

5Encumbrance Account Analysis

Overview

The Encumbrance Account Analysis reports aid in the reconciliation of encumbranceaccount balances. This functionality provides information for the analysis of

encumbrance account balances, starting from the General Ledger to SLA with

references back to the transaction sources in the subledgers.

The primary tools for performing encumbrance reconciliation are the Encumbrance

Account Analysis reports, which present the details regarding any imbalances. These

reports are executable as an encumbrance transaction listing on selected accounts or

account ranges over a selected period range.

Other standard reports related to encumbrance accounting exist, which can be

referenced from the Oracle General Ledger User Guide.

The Encumbrance Account Details must be viewed as a reporting tool only. They do notresolve any encumbrance imbalances that occur between the subledgers and the

General Ledger. The imbalances can only be corrected by the creation and posting of

manual encumbrance journals in the General Ledger or by correcting the transactions

themselves. Oracle does not recommend or support the adjustment of encumbrance

account balances through any other means.

Reference

For information on reconciling payables activity with General Ledger, see Reconciling

Payables Activity to General Ledger, Oracle Payables User Guide.

Background

The subledgers, Oracle Purchasing and Oracle Payables, create encumbrance entries

during transaction processing and document. These encumbrance entries can be

reviewed, edited, in SLA and posted in General Ledger.

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The standard reports provide information about the transactions related to

encumbrance entries within a specific module. There is no specific report that

comprehensively reconciles the encumbrance accounting balance between the

subledgers, Purchasing and Payables, and the General Ledger. There are some

combinations of standard reports which approach the desired functionality, the

Encumbrance Analysis reports provide the cross-modular data users require.For descriptions of standard reports, see Submitting Standard Reports, Programs, and

Listings, Oracle Payables User Guide and Oracle Purchasing User's Guide.

The Encumbrance Account Details gather cross-modular data on related encumbrance

accounting entries and report all source transactions, highlighting where imbalances

occur.

The encumbrance account details functionality includes the following:

Identification of atypical encumbrance balances in the General Ledger, such as

negative encumbrance balances

Full implementation of the drilldown concept seen in the online windows andstandard reports.

Support for period-end reconciliation and year-end processing

Limitations

The Encumbrance Account Analysis reports only provide information about the

variances between the General Ledger and the subledgers. They do not correct the

variances or the differences between encumbrance accounting and subledger

transactions.

Encumbrance Account Details Report

The Encumbrance Document Details Report provides the following information:

Identifies journal entry lines generated from a specified purchasing document

The Encumbrance Document Details Report prints the following information for

each line of the specified purchasing document:

Distribution account number

Journal entry batch name and header name

Journal entry line number and amount

Journal entry date

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The Encumbrance Account Details Report can be run as a concurrent program from the

standard report submission window.

Note: The Encumbrance Account Details Report must be manually

enabled in Oracle System Administrator and added to the General

Ledger Standard report set.

Parameters

The Encumbrance Account Details Report accepts the following parameters:

The ledger for which the report is to be generated

The period range selected from the list of values

The chart of accounts value range selected from the list of values

The encumbrance type selected from the list of values

Based on the parameters selected, the Encumbrance Account Details Report lists

General Ledger balances for each of the Accounting Flexfields with encumbrance

balances, the journal entry transactions that contribute to these encumbrance account

balances, the total balance in the requested periods, and the related source document

level and distribution level data that are referred to in each of the journal entry lines

reported.

The source document data in the Encumbrance Account Details Report is driven by the

presence of the reference columns on the journal entry lines. These reference columns

are the key to the cross-modular reporting capability. If these reference columns are in

error or missing, an appropriate error is displayed for the account. Similarly, if a

reference column points to a document that cannot be found, another error message is

displayed.

Encumbrance Document Details Report

The Encumbrance Document Details Report can be run as a concurrent program from

the standard report submission window.

Note: The Encumbrance Document Details Report must be manually

enabled in Oracle System Administrator and added to the General

Ledger Standard report set.

Parameters

The Encumbrance Document Details Report is based on the following parameters:

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Ledger name

Document Type

Document ID

Document number

Based on the parameters selected, the Encumbrance Document Details Report lists all

accounting entries, or journal entry lines, generated from the selected document. The

report essentially performs a reverse drill-down from the source document back to the

General Ledger. This report is used to supplement the analysis performed during

encumbrance reconciliation.

Limitations

The history of encumbrance transactions is not recorded in the sub ledgers. Only the

current status and details of encumbrances is stored in the subledgers. Consequently,the Encumbrance Document Details Report is provided to present all accounting entries

generated from a selected document.

Running and Printing the Encumbrance Account Details Report Procedure

To run and print the Encumbrance Account Details Report:

1. In General Ledger, navigate to the Submit Request window.

2. In the Name field, select Encumbrance Account Details Report from the list of

values.

3. Click OK.

The Parameters window appears.

4. In the Ledger field, enter the ledger name.

5. In the Period From field, select a beginning period to include in the Encumbrance

Account Details Report from the list of values.

6. In the Ending Period To field, select an ending period to include in the

Encumbrance Account Details Report from the list of values.

7. Click in the Account From field.

The Chart of Accounts window appears.

8. Select low and high values from the list of values and click OK.

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9. In the Encumbrance Type field, select the encumbrance type from the list of values

to be included in the Encumbrance Account Details Report.

10. Click OK.

11. To print the Encumbrance Account Details Report after it is run, click Options....

The Upon Completion... window appears.

12. In the Style field, select the desired style of the report to be printed from the list of

values.

13. In the Printer field, select the printer from the list of values.

14. In the Copies field, specify the number of reports to be printed.

15. In the For Language field, select the language the report is to be printed in from the

list of values.

16. Click OK.

17. To send the process request to the concurrent manager, click Submit.

The Requests window appears for viewing.

Running and Printing the Encumbrance Document Details ReportProcedure

To run and print the Encumbrance Document Details Report:

1. In General Ledger, navigate to the Submit Request window.

2. In the Name field, select the Encumbrance Document Details Report from the list of

values.

3. Click OK.

The Parameters window appears.

4. In the Document Type field select a source document type from the list of values.

5. In the Document ID field, select or enter a source document number from the list of

values.

6. Click OK.

7. To print the Encumbrance Document Details Report after it is run, click Options....

The Upon Completion... window appears.

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8. In the Style field, select the desired style of the report to be printed from the list of

values.

9. In the Printer field, select the printer from the list of values.

10. In the Copies field, specify the number of reports to be printed.

11. In the For Language field, select the language the report is to be printed in from the

list of values.

12. Click OK.

13. To send the process request to the concurrent manager, click Submit.

The Requests window appears for viewing.

Related Topics

For information on encumbrance accounting, see Overview of Encumbrance

Accounting, Oracle General Ledger User Guide.

For information on using budgetary control with Payables, see Budgetary Control in

Payables, Oracle Payables User Guide.

For information on making changes to an encumbered purchase order, see Changing

Encumbered Documents, Oracle Purchasing User's Guide.

For information on reserving funds for requisitions, see Reserving Funds for

Requisitions, Oracle Purchasing User's Guide.

For information on making changes to encumbered documents, see Submitting a

Document for Approval, Oracle Purchasing User's Guide.

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Funds Available Inquiry Procedures 6-1

6Funds Available Inquiry Procedures

Overview

General Ledger Funds Inquiry enables drilldown from account budget status inquiry toaccounting entry components and then to subledger transaction detail.

Funds Available Inquiry (FAI) in General Ledger is the principal budget management

tool for organizations using budgetary control. For a given account code combination,

FAI displays budget status, consisting of budget, encumbrance, and actual balances,

and the available funds for the specified period range.

The Fund Available Inquiry can be used as a fully integrated budget monitoring tool

including the following features:

current budget status inquiry

ability to link summary account budget status to its detail components

ability to see budget status by either summary or detail accounting period

drilldown from account budget status inquiry directly to accounting entry

components

drilldown from journal or accounting entry detail to subledger transaction detail

The diagram below shows the additional windows accessible from the General Ledger

Funds Available Inquiry window, as described in the accompanying text.

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Funds Available Inquiry with Drilldown Functionality Process

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Funds Available Inquiry Procedures 6-3

Funds Available Inquiry Process

After performing a standard General Ledger funds inquiry, users can select an account

code combination for further drilldown. If this account is a summary account, there are

two options available: viewing the detail accounts for the summary account, or viewing

the period balances. Both options are available from the Tools menu. The periodbalances for the displayed detail accounts can then be accessed from the Detail

Accounts window. If the selected account is a detail account, users can display the

period balances for that account.

On the Period Balances window, users can select a period and use the Tools menu to

access either the budget, actual, or encumbrance accounting lines for that period in the

Accounting Entries Detail window. From there, drilldown to subledger accounts is

available.

Reference

For information on the FAI process, see Viewing Funds Available, Oracle General Ledger

User's Guide.

Viewing Funds Available Details Procedure

To drilldown to funds available details:

1. In General Ledger, navigate to the Funds Available Inquiry window.

2. In the Ledger field, select the ledger.

Note: The list of values include ledgers assigned to the GL: Ledger

Name profile options.

3. In the Budget field, select a budget from the list of values.

4. In the Amount Type field, select whether to display amounts for period to date,

project to date, quarter to date, or year to date from the drop-down list.

5. In the Period field, select a period from the list of values.

Note: The default value is the accounting period associated with

the system date if the selected budget includes that date.Otherwise, the value is the first accounting period within the

selected budget.

6. In the Encumbrance Type field, select an encumbrance type from the list of values.

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7. In the Account Level field, select All, Detail, or Summary from the drop-down list.

8. Navigate to the Funds Available region and query a partial or complete account.

9. Select an account.

If the account is a detail account, go to step 10. If the account is a summary account,go to step 12.

10. To view period balances for the detail account, go to Tools - Period Balances.

The Period Balances window appears.

11. Go to step 17.

12. To view period balances for the summary account, go to Tools - Period Balances.

The Period Balances window for summary accounts appears.

13. Close the Period Balances window.

14. To view detail accounts for the summary account, go to Tools - Detail Accounts.

The Detail Accounts window appears.

15. Select a detail account.

Note: The Encumbrance Amounts fields display the encumbered

amounts for purchase order and requisition encumbrance types

and